7. Post a Contract Award Summary

Posting contract awards enables anyone to check BC Bid at their convenience for results of a solicitation, and aligns with the B.C. Government commitment to open government.

Ministries have been directed to post contract award summaries for each competitive opportunity published on BC Bid effective July 1, 2014 as per the Core Policy and Procedure Manual (6.3.3.b.11).  Award summaries are to be posted after the contract is signed, preferably within 30 calendar days of executing the contract.

When posting a contract award, most fields will be automatically populated from the original posting on BC Bid.  However, the following information is required to complete the contract award summary:

  • The solicitation number and organization as posted originally on BC Bid;
  • The successful bidder / proponent / respondent name(s) and location(s); and
  • The award total (insert zero if no amount is to be posted).

Following are the steps required for Contract Award Summaries:

1. Log into BC Bid with the username and password.

2. Click My Documents in the left-hand menu, then Award Maintenance.

Award Maintenance in BC Bid

3. Choose Add New Award.

Entering Award Summaries on BC Bid

4. Select the organization name (if different from the default name), enter the solicitation number (be sure it matches exactly with the original BC Bid posting, including any hyphens or special characters used), and click the Search for Solicitations button.  BC Bid will link the award to the original BC Bid posting and auto-populate the Award screen with information from the posting (i.e. procurement  method, contact email, and purchasing entities address).  In addition, a link to the original opportunity will be created when the result is posted.

Contract Awards entry screen in BC Bid

5. Enter or select the date of the award(s) using the calendar icon.

6. Enter the contractor name(s), location(s) and award total(s).  If more than one bidder / proponent / respondent was successful, click on Add Another Supplier, and enter their information.  Repeat until all successful bidders / proponents / respondents have been included.

7. Review the purchaser contact details and update if required.  If the purchaser’s city is not included in the drop down list, select “other” and insert the city in the next field.  The “Purchasing Entity’s Street Address” should be the location where the goods and/or services will be delivered (if applicable), or alternately the purchaser’s primary address.

8. Click the Submit button to publish the information on BC Bid.

Following are some additional instructions that may be helpful with Contract Award Summaries:

How to change the details of a Contract Award:

  • From the “Choose Award Maintenance” menu, search for the award by either the opportunity number and/or date range.  Do not add a new award.
  • Click on the book icon under “Award No” to open the Contract Award screen.
  • Make the changes required.
  • Click the Submit button when ready to publish.

How to delete the details of a Contract Award:

  • From the “Choose Award Maintenance” menu, search for the award by either the opportunity number and/or date range.  Do not add a new award.
  • On the “Bid Results” screen, click Delete to delete the information entirely from BC Bid.

How to enter a Contract Award without a specific dollar value:

  • Enter a zero for the “Award Total” and the bid result will display as N/A.

Answers to common questions can be found on the FAQ page. For additional assistance, contact the BC Bid Help Desk by email or telephone at 250 387-7301.